[Hiring] Administrative Support and Order Processing VA @Virtual Colleague Philippines

Role Description

We are looking for a detail-oriented and organized Virtual Assistant to assist with the administrative side of our promotional products business. This role will involve:

• Managing and processing orders from quotation to delivery, including invoicing, purchase orders, and supplier communication.
• Handling emails and phone calls to communicate order statuses, delivery tracking, and resolve any issues.
• Sending purchase orders to suppliers, checking order acknowledgments, and confirming delivery dates.
• Maintaining up-to-date tracking information and communicating with customers regarding delivery dates and delays.
• Resolving any issues or delays with suppliers, shipping, or products.
• Using JobMGT software to track orders and ensure the process is completed efficiently and accurately.
• Following standard operating procedures (SOP) and assisting in creating, updating, and refining these documents to ensure smooth workflow.

Qualifications

• Proven experience in administrative roles, preferably within a sales or distribution environment.
• Fluent in English, with strong written and verbal communication skills for emails, phone calls, and Zoom interactions.
• Ability to ensure accuracy in processing orders, handling payments, and confirming deliveries.
• Comfortable using software systems (JobMGT) and basic office tools (e.g., email, phone, Zoom, etc.).
• Strong ability to troubleshoot and resolve issues with suppliers and shipments promptly.

Requirements

• Working hours: Monday to Friday, UK business hours, Full Time – 9am to 5.30pm UK hrs.
• Initial training will be provided via Loom videos and documentation, including an SOP (Standard Operating Procedure) to ensure smooth task management.

Ideal Candidate

• Fluent in English with clear communication skills.
• Experienced with administrative tasks and capable of managing multiple tasks simultaneously.
• Proactive, organized, and able to work independently while staying aligned with the company’s goals.
• Comfortable working remotely and participating in virtual meetings via Zoom.